iSYS*Works Payroll New School Year Procedures

The process of running the first pay period of the new school year is basically the same as for any other period with the exception of timing. During the summer, staffing has been busy applying increments, new grids, etc. These changes do not come into effect until September 1 and will not be reflected in payroll until the first pay period of September.

All increments, grid increases, transfers, retirements, leaves, and new hires for September 1 should already have been done by staffing. Any benefit premium changes and salary based Life factors should also have been input. You cannot view these changes in payroll until after the last pay period of the summer (i.e. 17) has been run and the register has been loaded.

1. Load the Pay Register for the last pay of August.
2. Set up the Payroll Calendar for the first pay of September using the appropriate Compare Date (ie. Sept 1 or greater) and select the last period of August as the Base Period.
3. Set the Half Year switch to Y if appropriate, certainly for all teaching payrolls. Ensure that the Service Credits and PCT Paid are correct.
4. Go into PayrollBatch. You must review any over-rides that have been previously entered. (All Over Rides). Zero out any salary, hour, or FTE adjustment that no longer applies.
5. Go to PayrollBatch->Status Changes. The effective date should be the Compare Date set on the Calendar. If not, change the effective date to the first day of the new school year. You should be informed of any new hires, terminations, and re-activations as a result of staffing changes. All valid entries must be actioned before continuing. IMPORTANT: any employee flagged as Terminate MUST be actioned by either entering a Termination entry or setting the Ignore HR flag to Y on their Base Data. Failure to do so will cause this employee’s salary, hours, etc to be zeroed out after the HR Compare process.
6. Re-activation of employees can be made by simply entering the return date on the Status Change screen. There is no need to change the Hire Date on the Base Data.
7. Note that the federal exemption for any employee re-activation may not be the correct value and must be changed via the Base Data.
8. You may enter normal transactions at any time.

You may now proceed to bring in HR salary changes.

1. Go into Payroll->Calendar.
2. Go into the Pre-Edit screen. Run HR Changes. Every salary and/or other change should be shown on the Employee Changes screen. Caution should be used if printing the entire set of changes as there may be hundreds (or thousands) of changes.
3. The most important check that is provided is the Salary Changes screen. Every salary change made by staffing is listed concisely with a PCT Diff column that should coincide with the expected overall increase. IMPORTANT: Review any large PCT Diff  for validity by doing 1) a forward sort on this column to high-light employees who are reducing their pay significantly and 2) a reverse sort to high-light employees who are increasing their pay significantly. Just as important is the ability to use the Show All toolbar that will expand the listing to include the entire payroll population including those that have not received an increment. This list must be validated as correct.
4. Check the Benefit Changes as well especially if there has been any premium changes.
5. Note that any salary or benefit change reported will automatically be made unless you specifically choose not to.